Catering for acsa stakeholder engagement at kimberley airports (RFQ rec 5447)

Closing date and time: 15 October 2026 at 16:00

Clarification requests close: 13 October 2026 at 16:00

Issue date: 12 October 2026

Briefing session: none — no compulsory or non-compulsory briefing is scheduled

Site inspection: none required

Bid validity period: 120 business days, during which quoted prices must remain firm

Enquiries

• Contact: Sandra Sebokolodi
• Role: Buyer
• Telephone: 011 723 2636
• Email: [email protected]

Submission

• Method: email
• Submission email: [email protected]

Restriction: bidders may not contact any other ACSA employee about this bid. Contact with ACSA business units is permitted only after award, or where a pre-existing commercial relationship exists that is unrelated to this bid.

ACSA head office

Western Precinct, Aviation Park

O.R. Tambo International Airport

1 Jones Road

Kempton Park

Gauteng, 1632

Postal: P O Box 75480, Gardenview, Gauteng, 2047

Telephone: +27 11 723 1400

Fax: +27 11 453 9354

Fraud and corruption hotline

• Free call: 0800 00 80 80 or 086 726 1681
• Email: [email protected]

Submission method: email only

Submission email: [email protected]

• Do not copy (CC) any ACSA employee when returning the bid.
• Split the submission into at least four separate attachments, each no larger than 4MB; a single large attachment is not acceptable.
• Use the official bid forms as issued — retyped documents are not accepted.
• Every page must be signed or stamped by the bidder as proof that the bid documents have been read.
• The bid must be signed by a person authorised to act for the bidder, with proof of authority such as a company resolution attached.
• Bids received after the closing time will not be considered.
• No changes to a submission are allowed after the closing date.

Returnable documents — all must be completed, signed and submitted:

• SBD 3.3: priced offer on the supplied pricing schedule.
• SBD 4: bidder's disclosure of interests and independent bid determination.
• SBD 6.1: preference points claim for specific goals.
• Declaration of Interest and Politically Exposed Persons form, supported by identity documents for directors, trustees, members, shareholders and senior management.
• Confidentiality and Non-Disclosure Agreement.
• B-BBEE certificate and scorecard, or a B-BBEE QSE/EME affidavit.
• Verifiable medical certificate or report confirming disability, where a disability preference is claimed.
• SARS tax compliance status PIN.
• Certificate of Incorporation showing the ownership split.
• Central Supplier Database (CSD) report.
• VAT questionnaire.
• Signed ACSA terms and conditions.

Disqualification risks:

• Any mandatory returnable document or item of information omitted.
• Late submission.
• Altering the content of the bid document.
• Holding an interest in another bidder, joint venture or consortium member bidding for the same requirement.
• Failing to meet ACSA's security vetting requirements.

Mandatory returnable documents:

• SBD 3.3: priced offer.
• Declaration of Interest and Politically Exposed Persons form.
• SBD 4: bidder's disclosure form.
• SBD 6.1: preference points claim form.
• Confidentiality and Non-Disclosure Agreement.
• B-BBEE certificate and scorecard, or a B-BBEE QSE/EME affidavit.
• Verifiable medical certificate or report confirming disability, where a disability preference is claimed.
• SARS tax PIN.
• Certificate of Incorporation showing the ownership split.
• Central Supplier Database (CSD) report.
• VAT questionnaire.
• ACSA terms and conditions.

All submitted documents must remain valid for the duration of the contract, and expired documents must be replaced.

Preference point system: 80/20

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Specific goals points (80/20 system):

• B-BBEE Level 1: 5 points

• B-BBEE Level 2: 4.5 points

• B-BBEE Level 3: 4 points

• B-BBEE Level 4: 3 points

• B-BBEE Level 5: 2 points

• B-BBEE Level 6: 0.5 points

• B-BBEE Level 7: 0.3 points

• B-BBEE Level 8: 0.1 points

• Majority black youth-owned entity: 5 points

• Majority black women-owned entity: 5 points

• Majority owned by persons with disabilities: 5 points

• Non-compliant contributor: 0 points

• Preference points are awarded only where the supporting proof is submitted with the bid; without proof the claim is treated as not made.

• ACSA may require a bidder to substantiate any preference claim before or after adjudication.

• No minimum qualifying score for functionality is stated.

• ACSA reserves the right to award the whole or part of the bid, split the award, negotiate with shortlisted bidders, award to a bidder other than the highest scorer on objective grounds, reject the lowest acceptable bid, or cancel the bid.

Catering for ACSA stakeholder engagement at Kimberley Airports, covering the CEO's road show, the RGM's road show and four quarterly MANCO sessions.

CEO's road show and RGM's road show (identical requirements for each):

• Décor: draping, red carpet, clear Tiffany chairs with cushions.
• Panel chairs (couches): 5.
• Coffee tables: 3.
• Welcome drinks at a set table: 65.
• Lunch: starch, gravy, two vegetables, two types of meat and green salad — 65 covers; serving time to be confirmed.
• Breakfast: fruit and cheese platter, muesli and yoghurt, healthy wraps and muffins — 20 covers.
• Soft drinks: 330ml drinks served with lunch — 65.
• Water: 100.
• Coffee station with coffee, tea and cappuccinos; serving time to be confirmed.
• PA and sound system, microphones, Perspex podium and a presentation screen.

MANCO sessions Q1, Q2, Q3 and Q4 (identical requirements for each):

• Lunch: starch, vegetables and two types of meat — 12 persons.
• Soft drinks: 330ml drinks served with lunch — 12.

Dietary requirement: vegetarian and Halaal meals must be catered for at every event.

The schedule covers the CEO's road show, the RGM's road show and MANCO sessions Q1 to Q4.

Items to be priced:

• Décor — draping, red carpet, clear Tiffany chairs with cushions.
• Panel chairs (couches) and coffee tables.
• Welcome drinks at a set table.
• Lunch — starch, gravy, two vegetables, two types of meat and green salad, with vegetarian and Halaal options.
• Breakfast — fruit and cheese platter, muesli and yoghurt, healthy wraps, muffins.
• Soft drinks (330ml) served with lunch.
• Water.
• Coffee station — coffee, tea, cappuccinos.
• PA and sound system, microphones, Perspex podium and presentation screen.

Quantities differ per event. The bidder must show the total excluding VAT, the VAT amount and the total including VAT.

Pricing

• Prices must be quoted on the supplied pricing schedule, per item, showing the total excluding VAT, the VAT amount and the total including VAT.
• Quoted prices must remain firm for the bid validity period of 120 business days; price changes are considered only in exceptional circumstances.

Bid security: none stated.

Contract penalty

• Unauthorised use of ACSA intellectual property, or failure to follow ACSA brand requirements and protocols, attracts a penalty equal to 2% of the bidder's annual turnover in the financial year in which the breach occurred.

• CSD registration: bidders must be registered on the Central Supplier Database and provide a CSD number where no tax compliance PIN is available.
• Tax: a valid SARS tax compliance status PIN must be submitted; ACSA will not award to a bidder whose tax affairs are not in order. A printed TCS certificate may be submitted instead. Consortia, joint ventures and subcontractors must each provide their own TCS certificate, PIN or CSD number.
• B-BBEE: a valid B-BBEE certificate and scorecard, or a B-BBEE QSE/EME affidavit, is required to claim preference points.
• CIPC: a Certificate of Incorporation showing the ownership split is required.
• SBD 3.3 (priced offer), SBD 4 (bidder's disclosure), SBD 6.1 (preference points claim), the Declaration of Interest and Politically Exposed Persons form, the Confidentiality and Non-Disclosure Agreement, the VAT questionnaire and the signed ACSA terms and conditions must all be returned.
• Exclusion: bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Security vetting: ACSA is a National Key Point; bidders may be vetted depending on the goods or services supplied, and ACSA will not contract with a bidder that fails to comply.
• All submitted documents and information must remain valid for the duration of the contract; expired documents must be replaced and any change reported to ACSA immediately.

Confidentiality and Non-Disclosure Agreement between ACSA and the appointed service provider.

• Defines confidential information and limits its use to the purpose of the potential agreement.
• The service provider must safeguard confidential information, may copy it only where strictly necessary (marking copies confidential), and must return or destroy material on request.
• Third parties, affiliates and consultants given access must be bound by the same terms; the service provider indemnifies ACSA for unauthorised disclosure.
• Confidentiality obligations run for 5 years, or 1 year from the last disclosure.
• Governed by South African law, with the High Court of South Africa having jurisdiction.
• Includes standard provisions on severability and notices.

ACSA is a National Key Point and must comply with national security legislation. Bidders may be subjected to security vetting depending on the goods or services supplied. ACSA will not enter into a contract with a bidder that does not comply with the vetting requirement.

Preference point system: 80/20 — price 80 points, specific goals 20 points.

Specific goals points:

• B-BBEE Level 1: 5
• B-BBEE Level 2: 4.5
• B-BBEE Level 3: 4
• B-BBEE Level 4: 3
• B-BBEE Level 5: 2
• B-BBEE Level 6: 0.5
• B-BBEE Level 7: 0.3
• B-BBEE Level 8: 0.1
• Majority black youth-owned entity: 5
• Majority black women-owned entity: 5
• Majority owned by persons with disabilities: 5
• Non-compliant contributor: 0